Reminder: Data Loss Prevention system provides automated encryption policy reminders
(SACRAMENTO)
As a reminder, UC Davis Health staff will receive an email reminder of encryption requirements when an unencrypted email is sent from the health system network and identified by the Data Loss Prevention (DLP) system as containing Protected Health Information (PHI) or Personal Information (PI).
The following is the email notification sent by the DLP system when a message contains unencrypted Protected Health Information (PHI) or Personal Information (PI):
“This is an automated message from the UC Davis Health Data Loss Prevention (DLP) system. Please do not reply to this email.
Hello [Sender]. You are receiving this email because the UC Davis Health Data Loss Prevention (DLP) system identified an unencrypted email you sent outside of the UC Davis Health network, [email subject line inserted here], as containing Protected Health Information (PHI) or Personal Information (PI).
Section V.A.6. of policy 2442, E-Mail Communication that Contains Protected Health Information or Personal Information, requires emails containing PHI or PI to be encrypted. Please ensure you encrypt emails sent outside of the UC Davis Health network containing PHI or PI. To encrypt your emails moving forward, please add the following phrase in the subject line or body of your email:
the hashtag/pound symbol (#), followed by
the word “secure” after the hashtag/pound (no quotes), followed by another hashtag/pound symbol following “secure” (#)
The phrase should appear as one line with no spaces. Please also ensure the correct email recipient has been selected.
Contact the Innovation Technology, Technology Operations Center (IT TOC) at 916-734-4357 if you need assistance, have questions, or believe your email was incorrectly identified as containing PHI or PI.
